United Nations Team Assistant Jobs in Kenya

United Nations Team Assistant Jobs in Kenya


Org. Setting and Reporting

  • The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP),the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This position is located in the Department of Security and Safety Section (UNON), Nairobi.

  • Under the overall command of the Chief of Security and the Deputy Chief of Security and direct supervision of the Senior Administrative Assistant, the incumbent will perform the following duties:

    Responsibilities

  • Performs a wide range of office support and administrative functions.

  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

  • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.

  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.

  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.

  • Assists in the preparation of presentation materials using appropriate technology/software.

  • Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.

  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

  • Performs general administrative tasks arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents visa applications, etc.).

  • Maintains files (both paper and electronic) and databases for work unit.

  • Performs other related duties as assigned.

    Competencies

  • Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and
    full involvement of women and men in all aspects of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

  • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

  • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

    Education

  • High school diploma or equivalent is required. Additional/supplemental training in finance, administration or project management would be an added advantage.

  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

    Work Experience

  • At least three (3) years of relevant working experience in the field of office management and administration is required.

  • Experience in an international organization is desirable.

  • Experience using Enterprise Resource Planning (ERP) tools e.g. Umoja is desirable.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

  • Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

    How to Apply

  • For more information and job application details, see; United Nations Team Assistant Jobs in Kenya


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